Financial Management of Departmental Events Policy Announced

UB Seal on Crosby Hall.

Published September 3, 2019

The Financial Management of Departmental Events Policy, approved and signed by President Tripathi, is available in the University Policy Library.  



The University at Buffalo (UB, university) establishes and maintains departmental event rates in accordance with the State University of New York (SUNY) Fees, Rentals, and Other Charges Policy. A departmental event is a departmentally sponsored function (e.g., conference, banquet, retreat, outing, fair) for which a fee is charged to participants.

These general principles govern the development of new rates or changes to existing rates:

  • Rates are set based on the full cost of the event for which the fee is charged, including allowable costs.
  • Rates must recover costs when no other dedicated funds are available for that purpose.
  • A consultation process with participants is encouraged, when appropriate. The consultation process may use a committee with representation from the impacted group.
  • New rates and changes to existing rates  must be reviewed and approved by:
    • Financial Management
    • Department chair or head
    • Unit Business Officer (UBO)
    • University Controller
  • Rates must be reviewed annually and adjusted as necessary.


This policy applies to all departmental event rates administered through State and UBF accounts that are not related to service centers.


Questions can be directed to Financial Management at 716-645-2640 or